Walk-in || Office Executive

Role & responsibilities

Key Roles and Responsibilities

• Manage Government e-Marketplace (GeM) activities, including bid participation, product/service procurement, purchase order processing, vendor coordination, invoice follow-up, and compliance documentation.
• Prepare and submit e-tendering documents through government portals, ensuring timely upload of technical bids, financial bids, BOQ, eligibility documents, declarations, and supporting certificates.
• Prepare, organize, and maintain tender documents, including NIT, tender schedules, technical specifications, drawings, pre-bid documents, corrigenda, and bid-submission records.
• Track tender deadlines, bid-opening dates, pre-bid meetings, tender status, and award notifications through updated tender registers and trackers.
• Draft professional official letters, email correspondence, covering letters, request letters, reminder letters, notice letters, and responses for clients, consultants, vendors, subcontractors, and government departments.
• Maintain complete project documentation in physical and digital form, including work orders, agreements, contracts, drawings, site instructions, inspection reports, material records, and approval documents.
• Support engineers in preparing RA bills, measurement records, bill abstracts, completion certificates, variation orders, extension-of-time requests, and payment-related documents.
• Coordinate with site engineers, project managers, government officials, consultants, suppliers, and subcontractors for document collection, approval, submission, and follow-up.
• Maintain inward/outward registers, document-control registers, purchase registers, correspondence records, vendor files, and project-wise files.
• Assist in preparing purchase orders, material requisitions, quotation comparisons, delivery challans, vendor bills, and procurement status reports.
• Ensure compliance with government procurement guidelines, contract conditions, quality procedures, audit requirements, and internal company policies.
• Prepare MIS reports, tender summaries, procurement trackers, billing status reports, and other management reports using Microsoft Excel, Microsoft Word, and PDF tools.

Key Professional Skills

• 5 years of experience in engineering and construction administration.
• Knowledge of GeM portal, e-tendering systems, and government construction procurement.
• Familiarity with BOQ, tender documentation, construction contracts, work orders, and billing procedures.
• Strong skills in official drafting, professional emailing, letter preparation, and document control.
• Proficient in MS Excel, MS Word, PDF editing, data entry, and digital file management.
• Strong coordination, time management, record keeping, confidentiality, and attention to detail.

Preferred candidate profile

• Graduate / Diploma in Civil Engineering or related field.
• Minimum 5 years experience in construction administration, tendering, or document control.
• Knowledge of GeM, e-tendering, BOQ, work orders, and government procurement.
• Skilled in official letters, email correspondence, tender documentation, and record keeping.
• Proficient in MS Excel, MS Word, and PDF documentation.
• Strong coordination, accuracy, deadline management, and communication skills.